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Temporary Office Coordinator
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Position Number: 2580513
Location: Worcester, MA
Position Type: Secretary and Administrative Assistants

JOB TITLE
Temporary Office Coordinator

LOCATION
Worcester

DEPARTMENT NAME
Government & External Relations - JM

DIVISION NAME
Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY
Serves as confidential assistant to the Assistant V.P. of External & Government Relations. Responsible for a wide range of administrative tasks with limited supervision. This position requires interaction with WPI senior administration, trustees, department heads, faculty, administration, staff, government officials, donors, alumni volunteers and alumni.

This is a part-time, temporary position.

JOB DESCRIPTION

Responsibilities:

Acts as first point of contact for the office. Relieves supervisor of responsibility of handling many routine contacts, answering questions, gathering information requiring discretion/sensitivity and providing a wide variety and depth of knowledge of office operations and procedures as well as the external community including public officials.
Perform general administrative support duties including screening calls, filing, typing, word processing, transcribing, mailing, preparing presentations, photocopying, faxing, e-mailing, ordering supplies, gathering information, disseminating information, analyzing data, etc.
Oversee and maintain administrative records requiring in-depth knowledge of methods and procedures and a high level of initiative and discretion.
Draft correspondence and screen mail as well as provide administrative support for matters requiring confidentiality.
Maintain databases for mailings and outreach activities including contacts in government, business, friends and misc. contacts for multiple uses.
Maintain department operating budget records as well as budgets for misc. events and activities; assist with budget reports and analysis.
Manage department purchases and invoicing; ensure all departmental accounting paperwork is processed in a timely and accurate manner; prepare and process purchase orders, invoices, department transfers, expense reports/reimbursements and accounting documents, and prepare all supporting documents for directors review and signature.
Maintain calendars, coordinate appointments and meetings, make travel arrangements and prepare travel itineraries (hotel and flight reservations, conference registrations, etc.)
Coordinate logistics and fully support various program and events activities. This involves reserving space; blocking hotels, managing mailings (editing, printing, stuffing, and mailing of invitations, tracking responses, name-tags, guest lists), assist with menu-planning etc. Provide on-site support for special events including registration activities.
Maintain office supply inventories and other specialty inventories for program and events activities.
Maintain and/or archive departmental confidential files as well as department electronic and paper files.
Supervise and train student clerical support staff and work study students; responsible for scheduling and coordinating student work assignments. Process student timesheets
Perform other duties as assigned.

Requirements:

High school graduate or equivalent with additional schooling and/or a minimum of 5 years secretarial experience.
Strong oral and written communication skills, editing/proofreading skills, and organizational skills
Ability to prioritize, exercise good judgment, improve processes, and work independently.
Adept with computer software MS Word (mail merge, letters, proposals, tables, etc) MS PowerPoint, MS Excel, MS Access, Banner (Alumni and Finance), and Netscape Navigator. Knowledge of SCT Banner is highly desirable.
Mature, self-motivated, detail-oriented individual with excellent time management skills.

FLSA STATUS
United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Temporary-Office-Coordinator_R0001605

About WPI
WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI
WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.